Scotts Valley Property Management Professionals

The Scotts Valley rental market is a great place to own an investment property and if you want to earn as much as you can on it, you’ll need to do things right. We can help. At Portola Property Management, we work with owners and investors who are looking for tenants, enforcing leases, and trying to keep up with maintenance. We take away the headaches and the hassles.

The depth of our experience is one of the reason we’re the leaders in residential management throughout the Scotts Valley region. We understand the complex local, state, and federal rental laws. We have an in-house maintenance team and great relationships with local vendors. We’re proactive, responsive, and empathetic. We know your stresses and your sense of urgency when it comes to your property. We want to help you have a successful investment experience

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From tenant placement to lease renewals and rent collection, your Portola Property Management team is ready to take on any challenges that come with your property. We’ll show you how it’s done, and we’ll help you enjoy the rewards of real estate investing.

Scotts Valley Property Management Services for Owners and Investors

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Placing High-Performance Tenants

You can’t have a great investment experience without a great tenant.

When your property is vacant, you’re losing money. So, we minimize that loss by working quickly to advertise your home, show the property, and screen applications. The result is a tenant who has met all of our high standards, and the beginning of a successful rental experience for everyone.

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Effective tenant screening starts with verifying information such as income, rental history, employment, and credit. We want to make sure we’re renting to someone who is financially responsible and has a history of taking care of rental homes and following lease terms. We comply with all fair housing laws while screening, and provide tenants with our rental criteria before they even apply.

Once we’ve approved a tenant, we’ll handle the move-in inspection, collect the security deposit, and discuss all of our expectations and the tenant’s responsibilities. This establishes a professional and respectful relationship with the resident, which we’ll nurture throughout the lease term.

Working with owners throughout Scotts Valley, including Skypark and The Vineyards.

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Maintaining Scotts Valley Properties

Routine maintenance is usually handled by our in-house management team. This saves our owners money and ensures repairs are taken care of immediately and professionally. Tenants make these maintenance requests online, and we document and track every part of the repair process.

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When there’s an emergency, tenants know they can reach us 24 hours a day. We immediately diagnose the problem and do everything we can to mitigate further damages and expenses. When work is required that exceeds the expertise of our in-house technicians, we work with a reliable and affordable team of local vendors and contractors.

Our process is automated and personal. We are always keeping an eye on your property to ensure there aren’t any deferred maintenance issues or unreported repairs. We won’t spend more than $500 without getting your approval. You can trust us with your home – we care for it like it’s our own.

How Does Portola Property Management Protect Your Investment?

Every owner needs different supports, resources, and services from their property management company. That’s why we provide customized plans and personalized formulas. We don’t expect your property to be exactly like the others we manage.

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We’re systemized and automated, but flexible enough to what makes sense, especially when it comes to protecting your home.

We protect you from liability and risk by placing excellent, well-screened tenants, following all of the laws and regulations pertaining to the rental industry in California, and proactively maintaining your home. We take care of all the accounting and bookkeeping, and we’re transparent with everything we do.

You won’t have to worry about unpaid rent, property damage, or out-of-control pets. We have been managing properties effectively for many years, and we’re here to help you have a better rental experience. We’ll protect the value of your asset and help you avoid costly and common mistakes.

How Much Can You Earn on Your Scotts Valley Investment Property?

Trying to price your Scotts Valley rental home, and you don’t know where to start?

We can help. Portola Property Management has access to the most reliable data and the most up-to-date market statistics. We follow the trends in both the sales and the rental markets, which give us a good idea of where to price your home. We’ll consider the condition, age, and location of your property, as well as how it measures up against the competition. Talk to us about a free rental analysis.

Just wanted to check in, as we just got the deposit, which looks all fine and clear. So, we want to say goodbye and thank you guys for the friendly and professional service! It was a pleasure working with all of you and we want to wish you a great New Year ahead!

Property owners who live out of California are subject to quarterly withholding as required by the Franchise Tax Board. (Note: we are able to get exemptions to this requirement for many of our out of state owners)

Owner Requested Inspections

Lease Extension

Costs associated with resigning a new lease with a current tenant: $100

Close Out File

Prep for closing out a clients file: $300

New Property with Existing Tenant

When taking on a new property PPM will sign up the tenant on our lease agreement and have the tenant complete a new application: $500

Santa Cruz City Inspection

PPM will meet the City Inspector and/or perform self-certification, including processing paperwork & payment of fees on behalf of owner: $100 initial, $50 per additional

Maintenance Coordination

We have our own Maintenance Department to keep costs down. We also coordinate with licensed & insured vendors when necessary to take care of repairs and maintenance items on your property: 10%

Silver

100% Lease Fee10% Management Fee

Rent Analysis

We look at different factors to give you the best rental price for your property

Listing & Marketing

We market your property to tenants and handle all the inquiries and showings

Tenant Screening & Placement

Credit and eviction background screening

Lease Preparation

We’ll prepare a strong lease that will protect you as a landlord

Financial Reporting

Year-end Statement & 1099

Rent Collection

Includes dealing with tenants who don’t pay on time or who do not pay at all.

Accounting

Detailed monthly owner statements so you can stay on top of your cashflow

Move-out Inspections

Detailed inspection with photos

Serving Notices

If there is a need to serve a notice to your tenant, our team will ensure we meet the legal deadlines and file the proper paperwork

Tenant Correspondence

Any and all correspondence related to the tenancy will be handled by PPM

Handling Security Deposits

We’ll handle all security deposit related responsibilities which includes holding it in a proper escrow account, making proper deductions, and processing returns or disputes.

24/7 Emergency Line

Tenants can rest assured that they can call us for emergency maintenance concerns

Property owners who live out of California are subject to quarterly withholding as required by the Franchise Tax Board. (Note: we are able to get exemptions to this requirement for many of our out of state owners)

Owner Requested Inspections

Lease Extension

Costs associated with resigning a new lease with a current tenant: $100

Close Out File

Prep for closing out a clients file: $150

New Property with Existing Tenant

When taking on a new property PPM will sign up the tenant on our lease agreement and have the tenant complete a new application: $250

Santa Cruz City Inspection

PPM will meet the City Inspector and/or perform self-certification, including processing paperwork & payment of fees on behalf of owner: $50

Maintenance Coordination

We have our own Maintenance Department to keep costs down. We also coordinate with licensed & insured vendors when necessary to take care of repairs and maintenance items on your property: 10% ($500 cap)

Usually between 8 and 10 percent of the monthly rent collected. Talk to us – this fee often depends on your property and a number of other factors.

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Maintenance Services:

10 percent coordination fee on work done by outside vendors ($250 maximum).
No coordination fee on work provided by in-house maintenance manager.

Working with Portola Property Management

With customized property management plans and unparalleled customer service, you might expect our prices to be out of you budget. They’re not. We’re competitive and fair, and we’d love to tell you how our property management services save you money and help you earn more on your investment. Let’s learn more about each other.

We lived in a house managed by Portola for about three years. We have never experienced a more professional and responsive team. Often there is some degree of discussion about a broken part or repair here or there, but Portola seemed to have the tenants' best interests in mind and usually had workmen here to fix something very quickly, no questions asked.

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The online portal for reporting such issues is also fantastic - especially since problems tend to never happen during the business hours. HIGHLY RECOMMEND.

Natasha Thompson

While there have been some personnel changes this past year, which takes some getting used to, overall our experience for the past two years has been really great. Portola is always responsive, responsible, and professional regarding all things. As a team they have been very quick in responding to our needs. As responsible pet owners, we really appreciate the thoughtful and smart way they have set up the pet program.

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When they met our dog for the first time, they were all so sweet! We love our house and really value how Portola helps make this our home! In my experience, they are by far the best property managers in all of Santa Cruz.

Linda P. Murphy

Kathleen Richards of Portola Property Management is simply the best property manager in our area, if you're judging on the most important qualities: honesty, experience, and competence. Her staff is easy to work with and responsive, including her on-staff handyman.
You won't find a better property manager anywhere, I recommend her to all my clients who buy investment property.

Community Affiliations

Portola Property Management has had the opportunity to make charitable donations and/or partner with the following organizations:

We Do Business in Accordance with the Federal Fair Housing Law which states it is illegal to Discriminate Against Any Person Because of Race, Color, Religion, Sex, Handicap, Familial Status, National Origin, or Sexual Orientation.

Want to Learn More?

If you’d like to learn more about our properties and what it’s like to work with Portola Property Management, get in touch. We’d be happy to talk more about our rental properties, our application requirements, and our leasing process.

Portola Property Management is dedicated to the principle of equal access for people with disabilities in compliance with the Americans with Disabilities Act (ADA) and HUD guidelines. Please contact us at rentals@portolarentals.com or (831) 475-1355 should you have any questions, comments or concerns regarding any accessibility issues.

We are proud to share with you our very successful Pet Program!

I understand and agree that by applying for this property I will create a: (1) NO PET PROFILE, or (2) PET/ ANIMAL PROFILE by visiting: https://portolarentals.petscreening.com and pay the application processing fee. Application fee: $20 per pet/animal; tenants with no pets or service animals are free of charge. Your rental application with Portola Property Management will not be processed until this profile is complete. If approved as a tenant, a fee of $25/pet is due monthly with the rent payment.

Kathleen started this program to create more pet friendly housing for tenants, while also soothing any worries property owners may have about accepting pets.

We meet all pets before they move in. Upon approval, an additional $250 per pet is added to the tenant’s security deposit. Twice a year, a representative from Portola Property Management will complete a visual walkthrough of the home. The tenant fee for this is $50 per walkthrough at a total of $100 per year. It is VERY rare that we find any issues in the home, but if found, tenants must correct it at that time. When great tenants find great pet friendly housing, they tend to stay long term.

We take pride in offering about 50% pet friendly housing!

You can meet some of our furry tenants below.

￼￼Name: Charlie Tiger
Interests: Daily Siesta, performs head butt tricks, and enjoys the finer things in life such as Pate.

Name: Blue
Interests:play tug of war. Blue is social and happiest being the center of attention

Name: Guero

Name: Peanut Butter and Jelly
Interests: loves to cuddle up in a warm spot.

Name: Maggie
Interests: Where’s the bird…I love being active, running, retrieving, swimming, jumping you name it. I am most happy outside but enjoy curling up on my bed and relaxing at the end of a long day.

Name: Kale
Interests: Cuddle, Sleep, Run in the forest, and Sun Bathe on the beach.

Name: Daphne
Interests: Going for long walks on the beach, sleeping by the fire, listening to music.

Rental Criteria

Basic Criteria

Selection of a resident is based on income, credit, and tenant history or ownership. Each applicant must qualify individually based on references and credit, while the income requirement can be met as a household. Negative findings on one or more of the three areas can cause denial of an application. Denial of one application results in the denial of all applications.

Income

Monthly household gross income must equal three (3) times the stated monthly rent. PPM must be able to verify all income sources and reserves the right to disqualify applicants for failure to prove income and/or supply adequate documentation.

You are required to supply reasonable, reliable, and legal documentation on all income in either of the following forms:
Last two paycheck stubs.

Self-employed individuals must be verified through State, or Federal tax returns.

Credit

PPM obtains a credit report for all applicants, and does not accept copies of credit reports from applicants, no exceptions. Good credit is required. Negative credit reports can be grounds for denial of an application.

Outstanding bad debts being reported on credit report of more than $100.00 but less than $1,000.00 may be accepted with proper explanation and proof.

After a bankruptcy has been discharged, applicant must show six (6) months of positive established credit.

Rental History or Property Ownership

PPM requires a minimum of two (2) years of rental history and/or proof of homeownership. Negative references can be grounds for denial of an application.
All references must be third party and verifiable.
PPM will make a reasonable attempt to contact references provided. PPM reserves the right to decline tenancy based on inability to contact reference provided.

Responsibility of Applicant

It is the responsibility of the applicant to inquire from PPM about any information on the application that they do not understand.
If notified, it is the responsibility of the applicant to accept the offer to rent by submitting a holding deposit.

Automatic Denials

1) Giving false information is automatic grounds for denial.
2) Three (3) or more 3-Day Notices within a 12 month period will result in denial.
3) Two (2) or more NSF checks within a 12 month period will result in denial.
4) Rental history reflecting any unpaid past due rent will result in denial.
5) Rental history reflecting any property damage or disturbance will result in denial.
6) Any collection filed by a property management company or landlord will result in denial.
7) Any applicant with unlawful detainer action or eviction within the past three (3) years will be denied.
8) If unable to verify the income necessary to pay rent, applicant will be denied.
9) Excessive collections will result in denial.
10) Outstanding debt to property management or landlord will result in denial.
11) Any applicant with a bankruptcy not shown as discharged will be denied until shown otherwise.

I understand and agree that by applying for this property I will create a: (1) NO PET PROFILE, or (2) PET/ ANIMAL PROFILE by visiting: https://portolarentals.petscreening.com and pay the application processing fee. Application fee: $20 per pet/animal; tenants with no pets or service animals are free of charge. Your rental application with Portola Property Management will not be processed until this profile is complete. If approved as a tenant, a fee of $25/pet is due monthly with the rent payment.

After Hours: Scuba diving, RV camping, and enjoying the local music scene with my wife & friends.

Steve Thompson

Construction Specialist

Duties: Construction and maintenance

Experience: Over 30 years of general building construction and maintenance.

After Hours: Spending time with Heidi, enjoying life’s adventures along the way. Surfing, Biking, Scuba Diving, Camping, and traveling.

Sue Gerwin

Client Care / Office Manager

Duties: Provide Excellent Customer Service and Office Support

Experience: 11 years in customer service, admin support positions, 10 years as business owner and operations manager, 10 years experience in commerical and residential leasing.

After Hours: Cooking & Camping.

Michael Catalano

President

Duties: Strategic & Leadership Development, Operations Management.

Goal: To provide excellent customer service, to manage properties efficiently, to maximize the investors return, to provide tenants with quality housing.
Mike grew up in real estate and property management and learned at the age of 10 how to take a maintenance call. Mike has over 20 years’ professional experience in all facets of real estate and property management.

He is currently the CEO of NextGen Property Ventures, Inc., with offices in Roseville, CA & Real Estate Connections in Los Gatos, both real estate investment and property management firms. Mike sits on the boards of Fourandhalf, an internet marketing company specializing in property management and of HappyCo, a mobile application for property inspections. Mike is a sought after industry speaker on the topics of property management firm acquisitions, real estate investments, and real estate marketing best practices. He is a member of NAR (National Association of Realtors) and CAR (California Association of Realtors), and NAPRM (National Association of Residential Property Managers).

After Hours: Mike grew up in Saratoga and has family ties to Santa Cruz. Mike is married with 2 children and in his “free time”, he enjoys golf, coaching his kids’ sports teams, and relaxing with his family.

• We cannot accept applications until everyone 18 and up in your party has attended a showing of the property.

Once you have completed these steps, you can provide all of the following online for each resident who is 18 and up by clicking on “Apply Now” on the property listing

• An Application
• Proof of income
• Copy of Photo ID
• Payment for the non-refundable $45 application fee
• [If you are unable to submit an application online, please notify our office at time of setting up showing]

Please allow 24-48 hours for the processing of an application (additional time may be needed during the busy season or if references do not return calls quickly).

We may receive multiple applications for this property. We do not necessarily select the first application submitted. Selection of a resident is based upon better credit history, rental references, Proof of Income, Number and type of pets if allowed, and Move-in date.

Next Steps:

1. You will hear from us whether your application is approved or denied.

2. If your application was in good standing, but another application was stronger, you can apply your application towards any of our other properties for 30 days for free (you will still need to attend a showing).

3. If you are offered to rent a property, you will need to turn in a Holding Deposit within 48 hours to secure it in the form of a cashier’s check or money order. This is always in the amount of a half month’s rent made out to PPM and is fully applied towards your move in funds.

4. By your established move in date, you will have started any necessary utilities, submitted proof of renter’s insurance, signed your lease, turned in your remaining move in funds, and can pick up keys! At this point we will have already completed a report of the property and you will have the opportunity to add any comments you would like; we do not do a walkthrough of the property with you.